Prepare election minutes and register filing
How to turn an election into checked election minutes with a PDF and a checklist for the notary appointment.
DocumentsBasic (free)Checked on 30.10.2026
Prerequisites
- You have the right “Keep minutes and resolutions” (secretary, board, administration).
- The notice period from your bylaws is entered in the club settings (so it can be checked).
Who may do this?
Only leadership members with “Keep minutes and resolutions” directly in the club. For everyone else, including moderators without this right and the association, the function is not visible.
Step by step
Open the election package
Open “Club life”, switch to “Leadership” and choose “Election minutes and register filing” in “Planning and minutes” (members with the right also find it under “Decide and record”). Click “New election minutes”.
Create the minutes
Enter the “Date of the assembly” and under “Take over completed elections” choose the finished, accepted elections from the resolutions module. If there are none, enter the offices by hand. Then “Create minutes”.
Enter convening and assembly
Under “Convening and assembly” enter “Invitation sent on”, the form (text form or announcement per bylaws), place, “Chair of the assembly”, “Minute taker”, “Eligible voters present” and “Eligible voters in total”, and confirm that the quorum was established.
Complete the elected offices
Under “Elected offices” check for each entry the person, “Votes for the person”, “Valid votes in total”, “Abstentions”, “Acceptance of the election” (open, accepted, not accepted) with date and the term of office. “Add office” adds entries.
Read the check
The check shows “Missing” (errors), warnings and notes. Errors block closing, warnings do not, for example “The invitation came 10 days before the assembly, the bylaws say 14 days”.
Close
When no errors remain, click “Close minutes”. The minutes are locked; use “Reopen” to edit them again if needed.
Get the PDF and board data
“PDF with notary checklist” gives you the minutes with signature lines and the list “Bring to the notary appointment”. “Board data as CSV” provides name, function, election and acceptance date and term of office of accepted elections.
You can find the feature here: /organisation/<verein>/vereinsleben/wahlpaket
Common errors and solutions
- “Closing is only possible once nothing is marked ‘Missing’.”
- Fix the marked errors, for example missing acceptance, vote count or term.
- “The export is only possible after the minutes are closed.”
- Close the minutes first.
- Note that the bylaws deadline is not stored
- Enter the notice period from your bylaws in the club settings.
- “The minutes are closed. Reopen them if you want to change something.”
- Click “Reopen”.
Good to know
- This is not legal advice. Your bylaws, the registry court and the notary remain authoritative. The new board files the registration in the number authorized to represent, publicly certified, usually at a notary.
- Addresses and dates of birth are not stored and are not in the export; the notary asks for them directly. Names and offices are stored encrypted. Closed minutes remain as proof of the election.
- The package itself is free. The digital election as a source is part of Premium; without it you enter the offices by hand.